Job summary
The Executive Admin/Office Coordinator reports directly to the Chief People Officer and serves as the primary point of contact for internal and external constituencies on matters pertaining to the department heads of the organization. The ideal individual will have the ability to exercise good judgment in a variety of situations and to balance multiple priorities. Must have strong written and verbal communication, and administrative and organizational skills.
Essential Duties and Responsibilities
- Maintains 3-4 executives' official schedules, travel plans, and related records. Must understand office dynamics. How does the executive prefer to fly, when is the best time to discuss policy ideas, how does the executive prioritize a meeting, associations, etc
- Briefs the executive on all scheduling activities
- Works closely and effectively with department heads to keep them well informed of upcoming commitments and responsibilities and follows up appropriately
- Makes scheduling recommendations on proposed meetings
- Coordinates the scheduling between Sr. Leadership and internal departments and all outside constituencies and donors
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
- Responsible for reconciling expenses for executives
- Priorities conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion
- Manages special projects for the senior management team as directed
- Order and maintain office supplies
- Ensure common areas are organized and well stocked
- Manage meetings and conference room scheduling
- Coordinate and manage incoming and outgoing mail, correspondence, packages, and deliveries
Required Knowledge, Skills, and Abilities
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
- Must be able to create PowerPoint Presentations
- Proficiency with Nexonia a plus
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks with excellent attention to detail.
- Strong internet research skills.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners, and donors.
- Highly resourceful team-player, with the ability to also be extremely effective independently
Education and Experience
- Bachelor’s degree or equivalent experience preferred
- 3-5 years of experience in administrative support to a senior/executive level manager preferred
***Must be able to come in the office 3 days a week, Tuesday, Wednesday and Thursday***
Job Type: Full-time
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in McLean, VA 22102
